Evaluation/Fitness Report Training

Evaluation/Fitness Report Training

Creating folders Click on “Root” followed by the “Create Folder” Button to open the “Folder Template”. The Folder Template can be used to input information into multiple reports of the same summary group. For our purposes here, giving the folder a name will suffice. Folders will be listed alphabetically on the menu screen unless subdirectories are created. Subdirectories are created in the same way, by clicking the file you want to subdivide such as: Enlisted -E5 -Regular -Frocked -E6 -Approved -NOB Once the name has been input, click “save” and your directory is complete.

Creating Eval Click “Create Eval”
Click on “Root” followed by the “Create Eval” Button to open the “ Evaluation Template”.

Transferring reports to another user
From the menu, clicking “Export Report(s)” will open the save as menu. -Under the drop down menu “Save in:” select the location that you want to save the file to. In “File name” type the name that you want to use and click “save”.

Transferring Export Eval to another user
From the menu, clicking “Export Folder” will open the save as menu. -Under the drop down menu “Save in:” select the location that you want to save the file to. In “File name” type the name that you want to use and click “save”. To the document: Save as .accdb. Then go back the file on the desktop and change the .accdb to .123.

FITREP/CHIEFEVAL/EVAL COUNSELING Planning Calendar (FITREP/EVAL ending dates are the last day of the month for officers and the 15th of the month for enlisted) A Periodic report may be omitted if the member received an Observed Regular report within the past 3 months. The omitted period is then included in the next Regular report. Otherwise, the Periodic report must be submitted on the due date, but may then be extended by letter for up to 3 months in place of a Promotion/Frocking or Detachment report. Mid-term counseling should normally be performed in the month scheduled, and may not be omitted or unduly delayed, but may be performed in an earlier or later month if necessary or more appropriate to the needs of the member.

Instructions for specific blocks
Block #3 - DESIG Enlisted: Warfare Specialty AW, SS, SW, etc. (limit of two) Officer: Designator 1525, 1140, etc. Block #1 – LAST NAME, FIRST NAME MI No period after MI. One space between each name. Proofread for accuracy! Block #2 – GRADE/RATE MA1 LCDR Block #4 – SSN Automatically inserts hyphens. Verify for accuracy!

Block #5 - PUT AN “X” IN ONE BLOCK ONLY Block determines who is ranked against whom for advancement. ACT: USN ONLY. FTS: Full Time Support of Reserves ONLY. INACT: Inactive duty, drilling Reserves ONLY. AT/ADSW/265/OYR USNR temporarily on active duty. Includes all mobilized Reserves. Competes as inactive Reserve, even while under orders.

Block #6 – UIC USNA – 00161 Band – 64377 Block #7 – SHIP/STATION USNA ANNAPOLIS MD ACADEMY BAND ANNAP

Block #8 – PROMOTION STATUS Block determines who is ranked against whom. Regular: Regularly promoted to the grade or rate in block 2; not currently frocked; not currently selected to higher grade. Frocked: Frocked to the rate in block 2; not actually advanced/paid for the rate in block 2. Selected: Selected to a grade or rate higher than shown in block 2; not yet frocked or regularly promoted or advanced. Spot: Spot-promoted to the grade entered in block 2; currently applies only to certain LTs spot promoted to LCDR. Block #9 – DATE REPORTED Format YYMMMDD (10NOV21) Date reported to command according to EDVR/ODCR. Do not confuse with date of report (block 14).

Blocks #10-13 – OCCASION FOR REPORT Blocks 10 and 11 are self explanatory. Block 12, Promotion/Frocking, is used only on the occasion that a reporting period will go beyond 15 months, i.e., if a member is frocked from E4 to E5, a frocking eval is not necessary because the report cycle will be less than 15 months. Block 13, Special, is for special occasions for Regular reports and must maintain regular report continuity. Provide justification statement. A report without this statement will be returned for correction.

Blocks #14-15 – PERIOD OF REPORT Block 14, From, YYMMMDD format, should indicate the day after the ending date of the last report – regardless of reporting date. It can be earlier than block 9 if en route leave, travel, or TEMDU are included. The From Date on enlisted member’s first eval is the date detached from Initial Entry Training (IET). IET is defined as recruit training; NAVET/OSVET indoc; and schools following in direct sequence prior to reporting to first permanent duty station. Block 15, To, YYMMMDD format, should indicate the ending date of the reporting period. Typically the 15th of the month for periodic evals/last day of the month for periodic FITREPS. Occasionally an odd day, such as detachment, RIR, etc.

Block #16 – NOT OBSERVED REPORT Enter an “X” in block 16 if this is an entirely not observed report. Trait grades left blank. Used for short periods of duty or temporary duty of generally no more than three months (90 days). No career recommendation permitted. Promotion recommendation must be NOB. Promotion recommendation summary must be left blank. Cross reference to block 43: Comments are limited primarily to administrative and training information. * Refer to Chapter 6 of BUPERINST B for more information.

Block #16 – NOT OBSERVED REPORT Instructions for specific block entries on Not Observed Reports Must have entries May have entries May not have entries NOB EVAL 1, 2, 4-16, 20-29, 45 (must be NOB), 48, 50 3, 17-19, 30-32, 40 (blank or 0.00), 42-44, 49, 51, 52 33-39, 41, 46, 47 NOB FITREP/ CHIEFEVAL 1, 2, 4-16, 20-29, 42 (must be NOB), 44, 45 3, 17-19, 30-32, 41, 46, 47 33-40, 43

Blocks #17-19 – TYPE OF REPORT Place an “X” in the box that applies. Concurrent reports: Use only if a member is assigned TAD for a significant amount of time, usually three months or more. Place an “X” in blocks 17 and 18 if submitting as regular and concurrent (must maintain report continuity). The regular reporting senior puts an “X” in block 17. The Concurrent reporting senior is the person listed in block 22, the member’s regular (parent command) reporting senior is listed in block 47/52.

Block #20 – PHYSICAL READINESS P (or PP): Passed both Physical Readiness Test (PRT) and Body Composition Assessment (BCA). F: Overall PFA failure (Failed BCA or PRT). M: Medically waived from entire PFA (BCA and PRT). W: Passed BCA but medically waived from one or more PRT event(s). B: Passed the BCA but was authorized non-participation in the PRT for other than medical reasons (A comment will be made in block 41/43 with reason for non-participation). See NAVADMIN 193/10 for more information. Block #21 – BILLET SUBCATEGORY NA: Should appear on most reports BASIC: Used for members of the basic group if sub-categories are used, i.e., Approved. APPROVED: Used for members that are approved for retirement/resignation. See BUPERINST B for more information.

Blocks #22-27 – REPORTING SENIOR INFORMATION The Superintendent is the reporting senior for all O5-O6 officers. The Commandant of Midshipmen is the reporting senior for O4 and below personnel within his cost center. The Director, Division of Professional Development is delegated reporting senior for O3 and below personnel within his division. All Division Directors and Department Heads within the cost center (O4 and above) are delegated reporting senior authority for E5 and below reports. The Commandant of Midshipmen is the reporting senior for any adverse reports within the cost center (the Chief of Staff will review all adverse reports). The following are delegated reporting senior authority for TAD Ensigns under their cognizance: Deputy Commandant of Midshipmen Battalion Officers Director, Character Development and Training Director, Leadership Education and Development Director, Seamanship and Navigation Director, Naval Academy Sailing Director, Waterfront Readiness Midshipmen Supply Officer

Block #28 – COMMAND EMPLOYMENT AND COMMAND ACHIEVEMENTS OSU Statement should read: The 90+ members of the Navy Reserve Operational Support Unit 1920 support NOSC Denver’s chain of command in the administration of over 700 Selected Reservists to include all general operations of the Reserve Center.

Block #29 – PRIMARY DUTY Most significant duty abbreviated. 14 or fewer characters and spaces, all caps. Example: ASST PROFESSOR; COMPANY OFCR; COMPANY SEL; ASST CFL;

Blocks #29 – PRIMARY/COLLATERAL /WATCHSTANDING DUTIES Remainder of block 29 consists of the following elements: Duty titles: Enter duty titles and number of months each duty is assigned during this reporting period. e.g., XO Admin LPO-12. Order of duty titles: 1) Most significant primary duty (corresponds to the small box abbreviation); 2) other primary duties; 3) collateral duties; and 4) watchingstanding duties. e.g. COLL: CFC-10; UPC-12. WATCH: OOW-12. Periods Not Available for Duty: Such periods may include en route time prior to reporting, e.g., LV/TT/TEMDU: 10JAN03-09FEB15; TEMADD: 09APR18-09MAY30. LV/TT/TEMDU is leave/travel time/and Temporary Duty Under Instruction (only during PCS) abbreviated, used when member is transferring commands and also taking leave en route. This is the link between the ending date of the member’s detaching eval and the date prior to reporting onboard – it justifies the gap. Job Scope Statement: Briefly state the scope of primary duty responsibility. Example: Leads and counsels 146 Midshipmen in their professional, ethical, and physical development. Per NAVADMIN 093/10 PFA cycles will be documented. (Example: PFA: 10-1/10-2.) If “PP” was typed into block 20 previously this tells the reader that the member passed the first and second cycle PFAs for 2010.

Block #30 – DATE COUNSELED Input date mid-term counseling was received during the report period. Use YYYMMMDD format: 10MAY15. If mid-term counseling was not required in this period input: NOT REQ. If mid-term counseling was not performed input: NOT PERF. Make a brief explanation in block 31. Block #31 – COUNSELOR Input name of person who conducted the counseling. Use LAST, FIRST MI only. Do not use Rank/Rate or Job Title. If block 30 was NOT PERF, input brief explanation, e.g., TEMADD or ILLNESS. If longer explanation is needed, input SEE COMMENT and provide in block 41/43. Block #32 Member signs here.

3.0 = an average Sailor that meets all required standards. This is the standardized average to base your grading on. Do not over-inflate your marks!

No action necessary; this average is automatically calculated. Block 45 CHIEFEVAL, automatically calculated. Block #41 (40 CHIEFEVAL/FITREP) Use ALL CAPS. Do not leave blank, if none enter NONE or NA. Enter a maximum of two recommendations. Use “Assignment in Rating” if you cannot recommend for anything else. Block #40/41 Recommendation should be the next significant milestone. Do not enter very long-range goal; e.g., do not recommend an ENS for command screening or CWO for E6 and below. Block #42 TYPE: LAST, FIRST MI RATE/RANK Rater signs in black or blue ink. If signature is unobtainable, see BUPERINST D, Chapter 14.

Block #43 (41 – CHIEFEVAL/FITREP) See BUPERSINST D, Include required admin comments (e.g. Comment from Block 34, reason for Special Report, etc.). Specifically justify 1.0 comments, Comment on all performance in general. Consider special interest items. Ranking is authorized. Similar to ACDU report criteria but differentiate duty performed within own unit (TRUIC) from duty performed with UMUIC or AUIC during AT/ADT/ADSW periods.

Evaluation/FITREP block 41/43 template
One-line Top Banner (reserved for EPs/top MPs) - centered/all caps – cite hard/soft breakouts and recommendations **MY #1 OF 34 HAND-SELECTED LIEUTENANTS -- READY NOW FOR O4!** Two-line introduction describing member (sentence-case/not centered). Innovative thinker and inspirational leader. A community superstar who has my absolute trust and confidence. Already performs like a seasoned LCDR. Makes tough decisions every day and every one of them is perfect! WHITE SPACE Provide three bullets of three lines each that support the grades and overall promotion recommendations. Start bullets with strong, dynamic action verbs that are all capitalized. Provide tangible data to include retention, advancement, qualifications, and Sailorization stats. MOTIVATIONAL LEADER. Superbly stepped into department head role following incumbent’s short-fused transfer… REMARKABLE LOGISTICIAN. Saved over $1.5 million by… SAILORIZATION EXPERT. Led his division to a 95% advancement rate, 97% retention rate… WHITE SPACE Two-line summary (sentence-case/not centered). This superstar has CO Afloat in his future. Already thinks, acts, and communicates like a seasoned Commanding Officer. A leader among leaders! WHITE SPACE One-line Bottom Banner (EPs/top MPs) - centered/all caps – promotion and career recommendations **HAS MY STRONGEST POSSIBLE RECOMMENDATION FOR PROMOTION TO LCDR. SCREEN FOR CO AFLOAT!** ***NOTE: For lower MP and P evals/fitreps that do not receive the top and bottom banners, the extra space can be used to add another bullet.***

Blocks 41/43 (cont’d) Justification Remarks
Establish the flow of the write-up based on the performance blocks. 1-3 word catch phrase at the beginning of each justification. Justification of catch phrase to include numbers, descriptive details, results of performance. Cross-reference the performance mark blocks with the comment block. Do not repeat the performance block words to justify comments. Use the words in the performance mark blocks to help guide you through the write-up. Proofread your draft: Look for run-on sentences. Verify usage of present tense and past tense word usage. Spell check (Tools menu). Don’t rely solely on Spell Check. Read the comments, looking for words that may be spelled correctly but are not the words you intended to use, e.g., “form” instead of “from”.

Block #41/43 (cont’d) For E5s, ask “Do the comments show increasing leadership?” For E6s, ask “Do the comments show leadership accomplishments?” For E7s, ask “Do the comments show how the Sailor’s leadership impacted the command? How did his/her leadership benefit E6 and below working for him? How did his leadership affect command climate and retention? Did his leadership promote his Sailors and contribute to their advancement?” Above average marks should equal above average comments, e.g., “He is my #1 Petty Officer First Class.” Average marks should equal average comments, e.g., “He is relied on to perform [duties].” 3.0 = an average Sailor. A 3.0 grade should not be viewed as adverse.

Common Catch Phrases for block #41/43
EXEMPLARY LEADER RESULTS DRIVEN RESIDENT EXPERT TEAM BUILDER FOCUSED CIVIC-MINDED ENTHUSIASTIC INSPIRING MENTOR SEEKS ADDITIONAL RESPONSIBILITY DECISIVE LEADER HIGHLY MOTIVATED ORGANIZED EXCEPTIONAL VOLUNTEER INNOVATIVE STRIVES FOR EXCELLENCE DEVELOPS JUNIOR PERSONNEL EMULATES CORE VALUES LEADS BY EXAMPLE MAXIMIZES RESOURCES NATURAL LEADER SETS THE STANDARD POSITIVE ROLE MODEL DEDICATED EXPERT TRAINER MENTOR UNSURPASSED PROFESSIONAL VISIONARY LEADER INFLUENTIAL MOTIVATOR

Block #44 (not on CHIEFEVAL/FITREP) Courses and/or credit hours completed. Reserved for completed, not anticipated achievements, do not enter courses in progress, etc. Degrees or certificates awarded. Special Navy or other qualifications attained or renewed. Personal awards or LOCs received, not recommended. Other special honors or recognition received.

Block #45 (42 – CHIEFEVAL/FITREP) Promotable, Must Promote, and Early Promote are recommendations for promotion. Progressing means that the member is making progress but is not ready to be recommended for promotion. Progressing may not be marked if an advancement recommendation is already in effect in the current grade. Significant Problems is a recommendation against promotion and must be justified in the comments. This withdraws an advancement recommendation previously in effect. For E7 and above this is a recommendation against retention unless comments specifically recommend retention. ENS/LTJG FITREPS for designators other than LDOs cannot receive a promotion recommendation higher than Promotable. A Promotable recommendation allows up to two traits, excluding Character or Equal Opportunity to be assessed as Progressing (2.0), and still maintain an overall evaluation and promotion recommendation of Promotable. A member who receives a 2.0 trait grade cannot receive a promotion recommendation higher than Promotable. Command or Organizational Climate/Equal Opportunity (FITREP/EVAL) and Character (CHIEFEVAL) must be evaluated as 3.0 or higher to maintain eligibility for advancement and receive a recommendation of Promotable. A Promotable or higher recommendation may not be assigned with any trait graded 1.0. NOTE: An enlisted member who receives a 1.0 trait grade loses eligibility for their Good Conduct Medal and must reestablish a new 3-year period following the end date of the report.

Maximum limits on “Early Promote” and “Must Promote” recommendations
Summary Groups of 30 or less

Maximum limits on “Early Promote” and “Must Promote” recommendations

Block #47 (Not on FITREP) Place an X in “Not Recommended” or “Recommended.” For officers and chief petty officers, a retention recommendation will be assumed unless the report is adverse. Block #46 (43 – CHIEFEVAL/FITREP) Summarizes total number of promotion recommendations for each category of competing evaluations. Place total number in the specific blocks for each evaluation.

Summary Groups - Enlisted
SUMMARY GROUP ENLISTED (E1 TO E9) BLOCK BLOCK LABEL REMARKS (Group enlisted reports that share all the following characteristics) 2 Rate Group by current pay grade, regardless of rating. 5 Duty/Competitive Status For enlisted, group ACT and FTS together, group INACT, AT/ADSW separately. 6 UIC If the reporting senior has more than one UIC but desires to group all enlisted personnel together, they may do so. Block 6 should match the primary UIC of the reporting senior in block 26. 8 Promotion Status Group by promotion status. 15 To Group by ending date of the report. 17-18 Type of Report Group by type of report. 21 Billet Subcategory Group by entry in this block. 22 Reporting Senior Group by reporting senior. 45EV Promotion Recommendation Must have Observed promotion recommendation. Do not include NOB promotion recommendations in a summary group. 42CE

Summary Groups - Officers
SUMMARY GROUP OFFICERS (W2 TO O6) BLOCK BLOCK LABEL REMARKS (Group officer reports that share all the following characteristics) 2 Grade/Rate Group by grade worn on report ending date. 3 Designator Group by competitive designator category. 5 Duty/Competitive Status Group by box marked in Block 5. 8 Promotion Status Group by promotion status. 15 To Group by ending date of the report. 17-18 Type of Report Group by type of report. 21 Billet Subcategory Group by entry in this block. 22 Reporting Senior Group by reporting senior. (“Dual-hatted” commanders may group by command, if Block 26 displays a separate UIC for each command.) (Dual-hatted is defined as a flag officer with two or more separate organizations as opposed to having only one command with multiple UICs). 42 Promotion Recommendation Must have Observed promotion recommendation. Do not include NOB promotion recommendations in a summary group.

Block #48 (44 – CHIEFEVAL/FITREP) Enter reporting senior’s address: SUPERINTENDENT UNITED STATES NAVAL ACADEMY 121 BLAKE ROAD ANNAPOLIS, MD COMMANDANT OF MIDSHIPMEN 101 BUCHANAN ROAD ANNAPOLIS, MD For active duty reporting seniors with transfer or retirement orders enter address of next command or home address, as appropriate. Block #49 (Not on CHIEFEVAL/FITREP) LAST NAME, FIRST INITIAL MI, GRADE OR RATE Obtain signature. (If signature is unobtainable, see BUPERINST B, Chapter 14. If no senior rate, enter “NONE AVAILABLE.”

Block #52 (47 – CHIEFEVAL/FITREP) Must be forwarded to member’s regular reporting senior for signature. To convert report to Concurrent/Regular place an X in block 17. Report must maintain continuity. See BUPERINST B, Chapter 14 for additional information. Block #50 (45- CHIEFEVAL/FITREP) Obtain signature. Must be signed by reporting senior, no exceptions. Write in summary group average from Summary Letter. Block #51 (46 – CHIEFEVAL/FITREP) Obtain signature and date. Ensure member marks whether he/she intends to make a statement. If member cannot or does not sign, refer to BUPERINST B, Chapter 14. If member desires to submit a statement, refer to BUPERSINST B, Chapter 18. Also ensure member signs block 32.

! VALIDATE THE REPORT! Use the Validation Feature built into NAVFIT!
Validate both individual reports and Summary Groups. The Validation Feature will catch most common errors and prevent most errors associated with reports rejected by Navy Personnel Command.

Brag Sheet (Tool for Input)
1. Job information Principal activities and responsibilities Include equipment operated or qualified to operate and "customers" served, if applicable Individual accomplishments, including experience gained and contributions to team achievements 2. Supervision and leadership Personnel directly supervised Personnel supervised through subordinates Equipment and material for which responsible Size of budget managed] Leadership activities and accomplishments. Include team and subordinate accomplishments that reflect your leadership. Performance as instructor (classroom or on-the-job) Counseling given (formal or informal) 3. Special achievements - Qualifications achieved during period (or during prior period if not mention in previous report) Educational courses completed and diplomas or certificates awarded Personal awards and letters of commendation or appreciation received 4. Off-duty activities Educational courses attended Civic activities Voluntary public relations on behalf of the Navy 5. Future duties desired

LETTER OF EXTENSION 3-3. Letter-Extension of Reports. Commands may extend previously submitted reports by letter for up to 3 months in place of another report occasion (e.g. Periodic, Detachment of Individual, Detachment of Reporting Senior, or a Promotion/Frocking report). Begin each Regular report on the day following the ending date of the previous report. Regular reports, including letter-extensions, may not cover more than 15 months without NAVPERSCOM (PERS-32) approval. Exception: Commands may not extend a previously submitted Promotion/Frocking or Detachment of Individual report in place of another report occasion. Letter-Extensions may not change or add to the performance traits or grade/rate, comments, or promotion recommendation on the original report, but may add to the duties performed and qualifications attained (block 29). More than one extension may be submitted, but a report may not be extended for a cumulative period of more than 3 months (including terminal leave), or if it will result in a total report period exceeding 15 months. Submit letter-extensions to NAVPERSCOM (PERS-32) and provide a copy of the letter extension to the member. PERS-32 will reject and return for correction any letter-extension that does not meet the criteria as discussed in this chapter.

LETTER OF SUPPLEMENT A letter-supplement may include changes to both the administrative and evaluative blocks of the report. It may not include any recommendations for action or suggestions concerning appeals. The command or reporting senior originating the report or the member’s current command may request administrative changes to block 1, blocks 3-19, blocks 22-26, block 44 (FITREP/CHIEFEVAL) or 48 (EVAL).

Performance Evaluation resources/references
Navy Personnel Command Performance Evaluation Assistance FITNESS/EVALUATION REPORT POLICY ASSISTANCE (901) DSN: (901) DSN: (901) DSN: TECHNICAL SUPPORT NAVFIT98A PROGRAM (901) DSN: References Navy Personnel Command Reference Library OPNAVINST H (Physical Readiness Program) MILPERSMAN (Military Personnel Manual) BUPERINST C (EVAL/FITREP Manual) SECNAVINST G (Awards Manual) Recent NAVADMINS 215/10 (Performance Evaluation and Advancement Guidance for Individual Augmentee Sailors) 193/10 (Change to Physical Fitness Assessment Documentation on Fitness Reports) 083/10 (Revised Performance Evaluation and Advancement Policy)

Evaluation/Fitness Report Training

Similar presentations

Presentation on theme: "Evaluation/Fitness Report Training"— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Evaluation/Fitness Report Training

Similar presentations

Presentation on theme: "Evaluation/Fitness Report Training"— Presentation transcript:

Similar presentations

About project

Feedback